How Grace Episcopal Church Centralized Maintenance for Its Historic Facilities with Click Maint

Company Size:  1–50 employees + volunteers

Industry: Religious Institution

Location: Keswick, Virginia

Using Click Maint since:  August, 2025

About Grace Episcopal Church

Grace Episcopal Church is a historic Episcopal congregation located in Keswick, Virginia, at the foothills of the Blue Ridge Mountains. Established in 1745, Grace stands on the site of one of Virginia’s earliest colonial churches and has served as a place of worship, fellowship, and community service for nearly three centuries.

As a multi-generational congregation, Grace provides opportunities for individuals and families to grow through worship, education, fellowship, and service. The church also supports a range of outreach initiatives that provide assistance to the local community and beyond.

Maintaining facilities with such a long history brings unique responsibilities. Grace must not only address day-to-day maintenance and repairs, but also preserve decades of building knowledge, renovation records, vendor information, and documentation needed to support the long-term stewardship of its historic property.

Maintenance Challenges

Before implementing Click Maint, Grace Episcopal Church relied heavily on manual processes and paper-based records to manage facility maintenance, repairs, and building information.

Important records were stored across filing cabinets, binders, archived documents, and individual files. There was no centralized system for tracking maintenance history, vendor relationships, service contracts, warranties, user manuals, or previous repair work. Finding the right information when it was needed could therefore be time-consuming and inefficient.

Preserving institutional knowledge was an even greater challenge. Much of the church’s maintenance history, including information about previous renovations, preventive maintenance activities, and building repairs, existed primarily in the memories of long-term parishioners and committee members.

Valuable information was often passed along through conversations and personal recollections rather than captured in a formal system. As people and responsibilities changed over time, the church needed a better way to ensure that knowledge would remain available to future staff, volunteers, and leadership.

Work orders were also handled informally through reports from Buildings Committee members, staff, and parishioners. Without a structured process, requests could be difficult to prioritize, track, and follow through from submission to completion.

These challenges placed a significant burden on the church’s part-time Parish Administrator, who was responsible for coordinating maintenance alongside many other administrative responsibilities. Maintenance remained largely reactive, and the lack of organized historical information also made long-term facility planning and budgeting more difficult.

Grace Episcopal Church needed a sustainable system that could bring its facility information together, preserve institutional knowledge, and provide greater structure around both immediate maintenance and long-term stewardship.

Why Click Maint?

The Parish Administrator researched several electronic maintenance management platforms and developed a recommendation for the church’s Vestry Executive Committee.

Grace Episcopal Church did not need the complexity of a large enterprise maintenance system. It needed a platform that was simple to use, affordable, accessible, and capable of organizing the information required to manage its facilities and grounds effectively.

Click Maint stood out because it provided the functionality Grace needed without requiring additional modules or unnecessary complexity.

Its cloud-based accessibility was another important advantage. Click Maint can be accessed from computers, tablets, and mobile phones, making it easier for staff and other users to interact with maintenance information wherever they are.

Ongoing customer support has also been an important part of the experience. Grace Episcopal Church has access to a dedicated account manager who can answer questions, provide assistance, and conduct periodic reviews as needed. Educational webinars also help the team learn about existing capabilities and new product enhancements.

Over time, Click Maint has become much more than a work order system for Grace Episcopal Church. It now functions as a centralized electronic repository for facility-related information, supporting the church’s broader Facility Master Plan.

Capital project documentation, renovation records, floor plans, contracts, asset information, user manuals, troubleshooting guides, vendor history, and work orders can all be organized within the platform.

The church has also placed Click Maint QR codes throughout its buildings and at strategic locations around the grounds. Parishioners, staff, volunteers, and visitors can scan a code and quickly submit a maintenance request using a phone, tablet, or computer.

Because those requests are received in real time, the Parish Administrator can immediately see when new work is submitted or an existing work order is updated.

Outcomes and Benefits

Since adopting Click Maint, Grace Episcopal Church has significantly improved the way it organizes and manages its facilities, grounds, and maintenance activities.

Information that was once scattered across paper files, archived records, and individual recollections is now centralized and readily accessible. This has streamlined documentation, workflows, and the coordination of vendors, volunteers, staff, and committee members.

Work orders now provide a complete record of maintenance activity. Supporting documentation such as emails, contracts, quotes, invoices, and photographs can be attached directly to records, helping Grace preserve a more complete history of work performed throughout its facilities.

The church has also gained much better visibility into both current maintenance activities and future facility needs.

The Vestry receives reliable, up-to-date monthly reporting on ongoing work as well as projects and maintenance requirements that need future attention. The Finance Committee can use documented maintenance data and facility priorities to better anticipate and budget for upcoming expenditures.

For the Parish Administrator, the improvement in efficiency has been particularly valuable. The administrative work associated with tracking requests, coordinating projects, managing documentation, and preparing reports has been significantly reduced.

Although the scope of facility management has expanded as the church has identified new opportunities for organization and long-term planning, Click Maint has helped Grace absorb those responsibilities within its existing part-time staffing resources.

Most importantly, the church now has a structured and sustainable way to preserve the institutional knowledge needed to care for a historic property for years to come.